Auto Notice Export

When you run the Auto Notice Export, Circulation creates an ASCII file of subscribers with subscriptions that expire within a certain number of days (defined in Setup—see Publication in the Setup Manual). This file can then be incorporated into a form letter using your word processor. See Auto Notice Export Format for the formats.

When it searches for subscribers who should receive an auto-renew notice, Circulation will use three values: the run date that you specify, the expiration date for the subscriber, and the number of notice days specified in setup. If a subscriber has already had an auto-renew notice for this expiration date, that subscriber will not be selected.

If the expire date minus the run date is less than or equal to the notice days, the subscriber will be selected for an auto-renew notice:

Subscriber Expiration Date - Run Date <= x Where x = number days from Auto Renew Term

For example, if the run date is 12/15, and auto-renew notices are generated 4 days before the expiration date, an auto-renew credit card subscriber with an expire date of 12/18 would be selected (18 - 15 <= 4). So would a subscriber with an expire date of 12/12, provided a notice had not already been sent (12 - 15 <=4). A subscriber with an expiration date of 12/21, however, would not be selected (21 - 15 > 4).

Subscribers will also be skipped if:

• Any unprocessed payment, auto-renew, or transfer-in transactions may push the expire date beyond the run date.

• An auto-notice transaction has been sent since the last auto renew and a message will be sent to the log file for any skipped subscribers.

To produce auto-renew notices:

1. Select Auto Notice Export from the Subscriber menu to display the Auto Renew Notice Export window.

   
2. Click Add and complete the following fields.

   Field	Type	What to enter
   PRODUCT	setup	Enter the publication for which you will send auto-renew notices.
   RUN DATE	date	Enter the date on which the notices will be printed. This field defaults to the current date.
   RENEWAL TYPE	predefined	Indicate whether you want to select subscribers who pay by Bank Draft, Credit Card, PayPal, or All. If you select All, all types of auto-renew subscribers will be selected.
   NOTICE TYPE	predefined	Indicate if this export should include only Trial End, Auto-Renew, or both notices. Trial End — returns a list of auto-renew subscriptions that have a Trial active on them) Auto-Renew — returns regular auto-renew subscriptions, and Both — returns a combination of the two subscriptions mentioned above.
   BILLING GROUP	setup	Select the auto-renew billing group from which you want to select subscribers.
   INCLUDE PENDING RATE CHANGES	yes/no	If subscription-length pricing is being used, select this checkbox if you want pending rate changes to be considered when valuing subscription terms.
   PRINT RATE CHANGE ONLY	yes/no	Indicate if the export should include only those subscribers whose next auto-renew will be at a different rate.
   PRINT BY ROUTE	yes/no	Indicate if the notices should be exported in route order. This is helpful if the notices will be delivered by carriers. If you do not export the notices by route, they will exported in mail sort order (by Zip code, street, and house number).
   GENERATE CREDITS	yes/no	If the notices will be delivered by carriers, indicate whether carriers should receive Targeted Marketing credits for the delivery. You must have a TM rate defined for your product in order to do this (see Account Rates in the Setup Manual).
   DELIVERY DATE	date	If the notices will be delivered, enter the delivery date.
   USE FILE MAP	yes/no	Select this checkbox if you want to create an export file.
   FILE FORMAT	setup	Select the file map to use for this export. A file map must be set up previously.
   FILE NAME	open	You can accept the default file name or modify it.
3. Select Continue to create the file. As part of the process, a report will be created listing any errors that occurred during processing, and other information. An auto-renew transaction will be created for the subscription.